How to Write a Thank You Note [Ian's Messy Desk]

Posted in Communication Tuesday

I just returned home from a three–day business trip. Even though I was on the clock, I stayed with friends rather than in a hotel. To thank them, I wrote a short note in a card.

Writing a thank-you note does not have to be a complex process. I use a simple five-part template to shape my thank you.

  1. Start with the greeting. This should be the easy part, address the recipient by name. Depending on the level of formality of the note, you can chose to use “Dear” or not.
  2. Say thank you for the gift. Identify the gift using a simple, present-perfect sentence such as, “Thank you for the winter coat.” The exception would be monetary gifts or intangible gifts. For money, say something like, “Thank you for your generosity.” Never mention amounts.
  3. Share something about the gift. How are you going to use it? How did you benefit from the kindness? What do you most like about it? In the case of money, a general idea of what you bought. Don’t exaggerate the what the gift meant to you.
  4. Say something about the circumstances around the gift. Why did they give you a gift? Was it your birthday, a holiday, some milestone in your life? Were you travelling or in hospital? Remind them of the reason for the gift.
  5. Say thank you one more time. Don’t get gush-y. Just make a simple thank-you statement.
  6. Wrap it up. Sign the note, as formally or informally as suitable.

Don’t turn thank you into a one-upmanship contest. Just because you received a gift doesn’t mean you have to reciprocate with a bigger and better gift. It takes grace to simply say thank you.

My one exception to this rule is when a personal favour is involved: watering my plants while I’m away; letting me visit for a few days; dog sitting, etc. A small thank-you gift might be appropriate. For example, if someone waters my plants while I’m away, I try and bring back a small souvenir from my trip.

Don’t dismiss the thank-you note. It’s simple to write and is appreciated by the recipient.

Tags: ,

Original post here: Ian McKenzie

20 November 2007 | Communications | Comments

Comments:

  1.  
  2.  
  3.